FXU Minibus
Driver’s
Handbook
2016-17
1
As the driver you have legal and health & safety
responsibilities.
Contents
General Minibus Information
Pg 3
How do I become a minibus driver?
Pg 4
Midas training
Pg 4
How do I book a minibus?
Pg 5
Reminders/Cancelling bookings
Pg 5
Cost of hiring Minibus, fuel, penalties & invoices
Pg 6
Minibus Rules
Pg 7-8
Penryn Campus Barriers
Pg 8
Collecting the keys
Pg 8
Before you leave
Pg 8
During the Trip
Pg 8
Minibus Speed Limits
Pg 9
Returning the minibus, keys, forms
Pg 9
Minibus equipment
Pg 9-10
Cleaning of the minibus
Pg 10
Vehicle breakdown
Pg 10
Accident Procedures
Pg 11-13
Bad Weather Advice
Pg 13
Minibus Information
FXU have three minibuses that are available for use by students and staff
(some hire charges may apply, see page 6), with priority given to FXU affiliated activities..
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Vehicle Info
Minibus & Reg GUS PE08 VUT
Hetty HY59 PXT
Ernie HX11 LTA
Fuel Diesel
Capacity 14 Passengers. No Standing
GVW 3500kg Maximum weight including: Passengers,
Fuel, Luggage, Driver (Exceeding this is a criminal
offence and is punishable by law)
Speed limiter Fitted Max Speed 62mph
Insurance Details
Insurer QBE (through Coversure Insurance Services)
Policy No: HY59 PXT — MF19944
HX11 LTA – MF19943
PE08 VUT — MF27769
Policy in the name of Falmouth & Exeter Students’ Union
Telephone No. Accidents/claims 08456013319
General 08009774200
Address 10 Hibel Road, Macclesfield, Cheshire, SK10 2AB
AA Breakdown Cover Details
AA Emergency Tel No.
Membership No.
Cover
Cover in the name of
QBE
0800 3891708
Same as policy number above
Home-Relay
Falmouth & Exeter Students’ Union
European Breakdown Assistance
FXU Contacts
Policy in the name of: FXU Falmouth & Exeter Students’ Union
Address: Penryn Campus
Penryn
TR10 9FE
01326 255861 (07790837510 out of office hours)
Telephone: [email protected]/[email protected]
Email:
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How to become a minibus driver?
As a driver of the FXU minibus, you have legal and health and safety
responsibilities, as well as an obligation to abide by the FXU procedures.
You will be authorised to drive the FXU minibus when you have:

Completed the required MIDAS training (see below) or hold an equivalent
qualification as deemed by FXU in consultation with our Insurers

Completed and returned the Authorised Minibus Drivers—Form A
Midas Training
Once FXU is satisfied that you meet the criteria listed below you can book onto a
Midas (Minibus Driver Awareness Scheme) course:

You are aged 21 years or over

You have held a UK full car (category B) licence a full for at least two years.

You have a clean license ( in some cases a limited number of minor points
may be acceptable)

You do not suffer from any physical or mental disability that could affect
your driving ability (defective vision corrected by glasses or contact lenses
is acceptable)

You agree to drive the minibus on a voluntary basis and not for hire or
reward

If you are a member of staff— your contract of employment and job description must not require you to undertake minibus driving duties.
This scheme is a nationally recognised standard for the assessment and training
of minibus drivers and last for four years. It involves a three-hour theory session
and approximately 50 minutes practical driving training. In addition to the drive,
FXU procedures of use and vehicle checks will be outlined.
Course Booking: Pop into the FXU Office or email [email protected] to be added to
the mailing list.
Cost: £50
Payments:
Training costs must be paid in full before MIDAS training can take place and FXU
must have a copy of your driving license before training is undertaken.
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Booking a minibus
You can book a minibus by emailing [email protected], call 01326 255966 or pop
into the FXU Activities Office. Alternatively you can pop in and see a member of the
team at the Falmouth Campus (located in the Hub, near the shop).
You will need to provide us with the following information;

Date(s)

Times

FXU Activity Group, department

Destination

Name, emails and telephone numbers for the person making the booking

Drivers Name

A contact name, e-mail and phone number for billing purposes. If applicable
The minibuses are generally booked on a first come first served basis, however, in the
event of more than one group requiring the minibuses at the same time, priority will
be given to the FXU affiliated Activity Group travelling the greatest distance or the
group that is deemed to have the greatest need. On request you can be added to a
waiting list in case of a booking cancellation and a minibus becomes available.
Reminders/confirmation
FXU aim to send out reminder/confirmation emails at the start of each week, but it
would be helpful if you could confirm your bookings at least one week in advance.
Prior to this, any non-FXU bookings may be cancelled if the minibus is required for
FXU purposes.
FXU Activity Groups are therefore reminded that bookings need to be made at least a
week in advance, after which, use of the minibus can not be prioritised to them.
Cancellations
It is important to contact FXU as soon as you are aware you no longer require a
minibus you have booked. This allows FXU to offer it to another group and could
avoid incurring a penalty charge.
5
Cost of hiring a minibus
Hire charges apply to anyone wishing to use the minibus for anything other
than FXU organised or affiliated activities.
Hire charges have been reviewed to ensure that we comply with charity law and reflect
a commercial rate.
Student
(for FXU use)
No hire charge
Fuel charges and penalties still apply
Replace fuel using fuel cards. The cost of fuel
will be deducted from club/soc accounts accordingly.
Student
(for non-FXU use)
£30 per day
£15 per evening or half day
Replace fuel used
Staff & External Use
(UCF/UECC/FXPlus)
£80 per day
£40 per evening or half day
Replace fuel used
Invoicing
An invoice for the hire of the FXU minibuses will be sent to the individual or department
making the booking.
Fuel
For non FXU bookings we aim to send the vehicle out with a full tank of fuel and so they
should be refuelled to full prior to return.
FXU Affiliated Activity Groups: The minibus must be topped up at the end of your journey using the fuel card (located in the tax disc holder). A receipt must be attached to
the mileage form and handed in at the end of the booking along with the keys or put
into the drop box (out of hours). Payment for fuel used for your trip will be subtracted
from your accounts, Mileage will be charged at 35p per mile.
Penalties
Fuel —A charge of 50p per mile will be charged if you fail to return the minibus with
sufficient fuel.
Late return of keys – a charge will apply from half an hour after the agreed time until
the keys are returned directly to a member of the FXU team (late returns to the drop
box will not be accepted ). The penalty charge is £50 per 24-hour period.
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Loss of keys – drivers are responsible for the safe keeping and return of the minibus keys whilst they are using the vehicle. In the event that keys are lost, the full
replacement cost will be charged to the driver.
Bus returned in unacceptable condition – if the minibus is not returned in a
clean and tidy condition, ready for use by the next person/group, the driver will
be charged the cost to put the bus right, as deemed by FXU. Should anything be
removed or broken, the full replacement cost will be charged, and in cases where
the bus requires cleaning as a result of the hirer the cost for a professional valet
will be charged (approx. £100).
Damages - The minibuses will be inspected on return to campus. FXU reserve the
right to charge the driver the reasonable cost of repairing any damage resulting
from the hire.
FXU reserve the right to refuse future bookings due to misconduct or breaking
any of the rules and procedure outlined in this handbook.
Minibus Rules
Minibuses should only be used for the purpose stated at time of booking. FXU
will not accept any liability for any damage incurred. This will be the responsibility of the authorised driver.
The driver is responsible for the keys and the vehicle on collection and must
ensure the following are adhered to:










Each time you use an FXU minibus you are entering into a hire agreement.
The doors are secured before setting off
Passengers are reminded to wear seat belts
NO ALCOHOL OR SMOKING IS PERMITTED IN FXU VEHICLES
Use of mobiles phones while driving is illegal
All passengers must behave responsibly whilst in the vehicle
All gang ways and exits are not obstructed by luggage/equipment
Any equipment/baggage on the roof rack must be secured adequately and
safely using a sufficient number of straps
When reversing you may wish to get another person can “spot” you
For long journeys over 100 miles there should be a second registered driver nominated—please inform us of their name and contact details on departure. These journeys should also include adequate breaks. No less than
a 45 minute break must be taken after no more than 4.5 hours of driving.
The break can be divided into two or three periods of no less than 15
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


minutes during or immediately after the driving period, as long as
the total break adds up to 45 minutes. Daily driving maximum of
nine hours, extendable to ten hours no more than twice a week.
For more information on driving hours visit: http://www.dft.gov.uk/pgr/
roadsafety/drs/drivingforwork/drivershoursandtachographrules/
drivershourtachographrules.pdf
If a driver is caught speeding or found guilty of dangerous/reckless driving
whilst driving an FXU vehicle then they will lose the privilege of driving our
vehicles and will be responsible for any charges imposed.
Any charges or fines that are incurred during a minibus booking must be paid
by the driver (including, parking and traffic fines )
Offences not listed above may incur penalties/fines at the discretion of FXU.
Collecting the keys
Keys can be collected/returned between the hours of 9.30am-4pm
Monday—Friday, from the FXU Activities Office, Penryn Campus or the Falmouth
FXU Office (located in the Hub, near the shop). When collecting the keys you will
also need to collect a Passenger list & Pre-Journey Checklist (Form B) and a mileage
Form (Form C).
Penryn Campus Barriers
The Penryn Campus operates an automated vehicle plate recognition barrier system. The minibuses are authorised vehicles and so the barrier will raise automatically when you entry and exit the campus.
Before you leave

Complete the Passenger list (Form B) and the Pre-Journey Checklist (Form B

reverse) and note any damage to the minibus before departure. Hand a copy
into the Office or use the drop box if it is out of hours. The drop box is located outside the Annex building at the Penryn Campus.
Record the mileage at the start of your journey (Form C).
During the trip
If you are travelling further than 100 miles or two hours of driving there must be at
least two authorised drivers.
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Minibus Speed Limits

Where the speed limit is 40 for a car

Single carriageway roads (where no lower limit applies)

Dual Carriage ways

Motorways
30
50
60
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Returning the minibus

The minibuses should be returned to the Penryn Campus at the time





agreed.
The minibus must be returned in a reasonable condition for the next user,
all rubbish should be removed and floors swept (dustpan and brush provided in the minibus)
Record your mileage (Form C ).
The minibuses should be returned with a full tank of diesel. (For FXU
affiliated clubs/soc this can be done using the fuel card located in the tax
disc holder and attach receipts with the mileage form).
The Keys and the mileage form should be returned to the FXU Activities
Office or drop-box if it is out of hours. The drop [box is located outside
the Annex building on the Penryn Campus).
If the FXU Office is closed when you return and there is an issue including
delay, breakdown or damages please call 07790 837510.
Minibus equipment
The following Equipment is provided in the minibuses and should be checked
before departing for each journey.
Minibus Supplies Box Content:

Warning torch and spare batteries

Wind-up torch

Jump leads

Tyre pressure gauge

Reflective vest

Warning triangle

Bungee cords (for securing luggage, etc.)

De-icer and scraper

Screen wash

Oil

Glass wipes
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NB: In the minibus you should also find:

Minibus Information Folder

Fire Extinguisher

First Aid Kit
If there is anything missing from the Minibus or the supplies box, please inform
FXU as soon as possible so it can be replaced.
Cleaning:
It is the driver’s responsibility to make sure the inside of the bus is left clean and
tidy at the end of every journey. Rubbish bags, dustpan and brush are provided.
If the bus is left untidy you/your group will be charged for cleaning to be undertaken and this could risk further use of the FXU minibuses.
Breakdowns
The minibuses are checked and serviced regularly, however should there be a
breakdown the following procedure should be followed:

Get your vehicle off the road if possible

Warn other traffic by using your hazard warning lights if your vehicle is
causing an obstruction

Put a warning triangle on the road 45 metres (147 feet) behind your
broken down vehicle on the same side of the road. Always take great care
when placing them and never use them on a motorway

Keep your sidelights on if it is dark or visibility is poor

Do not stand (or let anyone else stand), between your vehicle and
oncoming traffic

At night or in poor visibility do not stand where you will prevent other
road users seeing your lights

Call the AA using the details below and be prepared to give your location

Contact FXU to inform them of the situation by calling;
During office hours: 01326 255966
Out of office hours: 07790 837510
Breakdown on a motorway
If the minibus breaks down or develops a problem, leave the motorway at the
next exit or pull into a service area and call the AA.
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If you cannot do so, you should:

Pull on to the hard shoulder and stop as far to the left as possible, with
your wheels turned to the left

Try to stop near an emergency telephone (situated at approximately one
mile intervals along the hard shoulder)

Leave the vehicle by the left-hand door and ensure your passengers do the
same

Do not attempt even simple repairs

Ensure passengers keep away from the carriage way and hard shoulder

Walk to an emergency telephone on your side of the carriageway (follow
the arrows on the posts at the back of the hard shoulder) - the telephone
is free of charge and connects directly with the police. Use these in preference to a mobile phone

Give full details to the police. Make sure you have the AA details with you
in case they are requested

Return and wait near your vehicle (well away from the carriage way and
hard shoulder)
Accidents/Incidents
Step 1: Stop
You should always stop at the scene if you think that your accident/incident has
caused:

either injuries to people or domesticated animals and/or

damage to vehicles or roadside fixtures
At the accident scene it is important that you do not admit liability as this could
cause legal complications at a later date. Make sure you follow these
guidelines

Ask if the other drive and passengers are ok, but do not apologise

Do not admit liability

You are obliged by law to give any person affected by the incident your
details . Do this by using the Accident Report Forms which are located in
the information Folder located in the minibus (see below Forms ARF 1,2 & 3).
Step 2: Do you need emergency services?
Call 999 immediately if:

Any of the people involved are in need of urgent medical attention (ask for
an ambulance)

The road is blocked or damaged (ask for the police)

Someone leaves the scene without exchanging details (ask for the police)
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Step 3: Are there any witnesses?

Try and get the names, addresses and vehicle registrations of
any witnesses
Step 4: Exchange details with other drivers
All the forms you will need to exchange details with the other drivers involved can be found in the folder located in the minibus.

Form ARF 1 - Minibus FXU Driver & Insurance Details (Add your name
and contact and then give the form to other driver)

Form ARF 2 - Minibus Third Party Driver & Insurance Details (Ask the
other driver to complete the form, retain the form and submit to FXU).
Step 5: Make a sketch plan or take photographs

Complete Form ARF 3 - Accident Report Form and submit to FXU.
Please provide as much detail about the incident/accident as possible.
Along with a description of the accident you may find a sketch is
helpful in explaining. Make notes of street names, vehicle locations
and directions of travel, skid marks, collision points etc. If you have a
camera or camera phone take pictures. Note down any other
information which you feel may be of interest on this form.
Step 6: Inform FXU
During office hours: 01326 255861
Out of hours: 07790 837510
Step 8: Call the AA
Unless instructed otherwise by the police call the AA if necessary to recover
the minibus.
Giving Assistance
If you arrive at the scene of an accident:

Use your hazard warning lights to warn other drivers

Ask drivers to switch off their engines (and stop smoking if applicable)

Arrange for emergency services to be called immediately providing full
details of the accident location and any casualties (on a motorway, use
the emergency telephone which allows easy location by the emergency
services. If you use a mobile phone first make sure you have identified
your location using the marker posts on the side of the hard shoulder)

Move uninjured people away from the vehicles to safety, on a motorway this should, if possible, be well away from the traffic, the hard
shoulder and the central reservation
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Do not move injured people from their vehicle unless they are in immediate danger from fire or explosion
Do not remove a motorcyclist’s helmet unless it is essential to do so
Be prepared to give first aid if you are trained
Stay at the scene until emergency services arrive
Bad Weather Advice
This section is not set out to tell people how to drive in bad weather, but to
make suggestions, as to how to improve safety and avoid accidents. All
advice is based on the RoSPA (Royal Society of Prevention of Accidents)
guidelines.
Good road observation is essential so that you can interpret conditions a
accurately and adjust your speed accordingly. If you drive too fast on a
slippery or wet road surface your tyre grip will be substantially reduced and
the risk of skidding increased. If you feel the driving conditions are unsafe,
you should not attempt to drive.
Weather Hazards – Please be very vigilant when driving in bad weather—
snow, ice, fog, rain, wind.
Before you Drive – Pay particular attention to the following guidelines:
•
Before making any journey, listen to the news and weather broadcasts.
•
The best thing to do in extremely bad weather is to stay off the road. If
you feel conditions are dangerous don’t drive.

Make frequent rest stops (every 2 hours), for fresh air and comfort
breaks for yourself and your passengers.

Keep your vehicle well ventilated. The vehicle heater when on full can
make you drowsy.
Remember as the designated driver you are responsible for the vehicle and
your passenger. Do not allow yourself to be pressurised by anyone to do anything you do not wish to do or that may be illegal.
Ultimately in bad weather, remember to KEEP YOUR SPEED DOWN
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